St. Thomas’ JNS is seeking a part time secretary for 18.5 hours per week. Applications are welcomed from experienced secretaries/administrators who are confidential, flexible, calm and open-minded. The suitable candidate will be an integral part of the school community and will manage the school office in a welcoming, efficient and discrete manner. The suitable candidate will be required to work throughout the summer period as needed.
Responsibilities include but are not limited to:
General secretarial and administrative duties consistent with the role of School Secretary and as outlined in the skills/knowledge required below:-
- Managing school correspondence (post, telephone messages, email etc.), including liaising with parents, staff, pupils, service providers, school suppliers, PA and visitors.
- Booking buses, venues, courses etc. and making necessary arrangements for school trips, meetings, interviews, events etc.
- Organising, maintaining and updating school documentation, databases and filing systems including Aladdin, OLCS, POD, Medmark, TUSLA attendance returns.
- Managing school financial records including FSSU financial returns to the Dept. of Education, on-line payment systems. Management of payments/financial accounts/invoices. Payroll, revenue returns, PRSI, RCT and VAT. Liaising with the treasurer and school accountant as required.
- Creating and distributing school communication internally and externally, various rotas, staff CPD, timetabling, school calendar etc.
- Maintaining school and office supplies, procurement of resources and operating all office machines (photocopier, laminator etc.)
- Maintaining and updating school website.
- To be aware of, and comply with, school policies and procedures, particularly in relation to child safeguarding, health and safety, confidentiality, data protection and report any concerns to an appropriate person.
- Managing school correspondence with professionalism and confidentiality.
- Co-ordinating the use of Aladdin for communicating with parents, reports, files etc.
- Coordination of internal and external communication (post, telephone messages, email etc)
- The ability to assist the Principal and Deputy Principal with daily administration tasks
- Co-ordinate and manage the school admissions process
- Carrying out duties assigned by the principal, DP and related to the post of school secretary.
The ideal candidate will demonstrate the following competencies:
- Excellent interpersonal and communication skills (both verbal and written)
- Excellent organisational skills and attention to detail
- Excellent book-keeping skills
- Excellent typing/IT skills
- Experience of working in a busy office environment.
- Willingness to upskill where necessary
- The candidate will need to be highly confidential in all areas of their work and have a clear understanding and adherence to GDPR regulations
- Ability to plan and work efficiently and on their own initiative, showing flexibility consistent with the nature of the job.
- Ability to work independently and as part of a team
- Ability to work closely with the Principal/ Board of management, Parents' Association and staff
- Competency in maintaining financial accounts, using Excel, budgets, online banking systems, procurement and monthly financial reports and familiarity with the Financial Services Support Unit (FSSU).
- Positive outlook and willingness to contribute to overall school development and a commitment to uphold the ethos of the school.
- Flexibility in the varied demands of the job
- Relate well to children
The above job description is not exhaustive.
Please send Letter of Application, CV, Referees, and copy of certificates, Diplomas or Degree as appropriate by email to jobs@stthomasjns.com by Friday 15th March 2024.
The appointment is subject to Garda Vetting and the successful candidate will be required to undertake TUSLA Child Protection Training. Induction training will be facilitated and may require the candidate to engage in online training webinars. This position is subject to a 6 month probationary period.
Salary is as per Department of Education circular 0046/2023
An internal panel of suitable applicants may be set up to fill vacancies which may occur within a 6 month period from the date on which the Board approves the successful candidate.